Users
This feature allows system administrators to create new user accounts for customers, or other individuals who will be accessing the system. User management settings allow you to control access levels, permissions, and other aspects of the user's experience in the system.
Getting Started:
To access the Users screen, the user simply needs to login to the ePRINTit SaaS and on the menu bar navigate to the Management/Users area. This feature is managed by permissions and the user must be associated to a group that allows the user to access this option. To get more information about groups and how to associate it to a role type that has this permission, refer this: Group.
đ Instructions
Adding a New User
First Name
The user first name field is used to store the user's first name, which is used to personalize the user's experience in the system and for address the user by name in various communications. The user first name is a mandatory field, accepts alphanumeric characters and it is case sensitive.
Last Name
The user last name field is used to store the user's last name, which is used to personalize the user's experience in the system and for address the user by name in various communications. The user last name is a mandatory field, accepts alphanumeric characters and it is case sensitive.
Customer Name
Specify the customer's name for adding a user.
Username
The username field is used to create a unique identification for each user in the system. The username is used to log in to the system and to identify the user throughout the system.
The initial user account created will default to admin and is used to log in to the Customer domain-specific site example: https://xyz.eprintitsaas.com/sign-in.
Group Name
The default Group created is admin, the default Role is admin and the created user will be associated with the group admin with role admin. All users are associated with a group with a role type permissions. These permissions determine navigational permissions and specific options settings permissions.
The user group feature allows system administrators to organize users into specific groups based on their roles and responsibilities. These groups can be used to manage permissions and print configurations. This field is not mandatory, and the permissions can be assigned after the user is created. For more information about groups, click here.
Password
Customer-specific password to login will also be emailed to the customer after onboarding is complete.
Password use a specific password complexity:
This information is displayed when clicking on the icon:
You can also see the password entered by clicking on the icon:
Confirm Password
Confirmation that the password entered is correct
Mobile
The customer mobile field is used to capture the customer's mobile phone number.
To enter the customer's mobile number, simply click on the field and type in the number using the numerical keyboard. The format should be entered as follows: XXX-XXX-XXXX (where X represents a numerical digit).
Make sure to double check the entered number before submitting the form to ensure accuracy and avoid any potential errors or issues.
The mobile number is not a mandatory field but is used to send the multi-factor authentication code when MFA field is enabled and the mobile option is selected. If MFA field is enabled, then Mobile field becomes mandatory.
Tags
The ePRINTit SaaS portal offers you a range of functions that save time and effort. These functions also include tags. Tags can be created and assigned to a user so the respective user can be found more easily using the filter.
For example, you can create a tag âDowntownâ and assign this tag to all users that are related to it. Afterward, you can filter all the Downtown-relevant users and get an overview of which users are currently in the downtown filter. Since anyone can create a tag, it is best to think of a system beforehand so that there is a structure and clear overview.
User Status
The user status field is used to indicate the current status of a user's account. This field is essential for keeping track of user activity.
To update the user status, you can use the toggle field. The available options are:
Active: The user is currently active and has an active account with the customer.
Inactive: The user's account has been deactivated.
MFA
The multi-factor authentication (MFA) field is used to enable an additional layer of security for user accounts. This feature is designed to protect against unauthorized access and to ensure that only authorized users can access sensitive information.
To enable MFA for the userâs account, use the toggle field. The available options are:
Disabled: The MFA for the user's account has been disabled.
Enabled: The MFA for the user's account has been enabled.
Once enabled, you will be prompted to choose your preferred method of authentication. There are two options:
Mobile: A code will be sent to the registered mobile number to verify the userâs identity.
Email: A code will be sent to the registered email address to verify the userâs identity.
Note that the user will be required to enter the verification code each time the user log in to his account. This is to ensure that only authorized users have access to their account and the sensitive information it contains.
User Account Management
Accessing User Accounts
Login to the Portal: Use your customer's credentials to log into the management portal.
Navigate to Users: Once logged in, find the "Management" menu option. Click on it to expand the menu, then select "Users" from the list.
Select a User: In the Users list, locate and select any user whose account details you wish to manage. This action will take you to the user's configuration page.
Viewing Account Balances
On the user configuration page, you will see a section labeled "Accounts." This section displays:
Account Name: The name associated with the userâs account.
Account Balance: The current balance of the account, which may include multiple types of balances.
Updating Account Balances
To update account balances, two options are available:
Update Debit Balance:
Locate the "Debit Balance" section.
Click the "Update Balance" button next to the debit balance field.
A prompt will appear allowing you to enter the new debit balance amount.
Confirm your changes to update the balance.
This update will also reflect immediately on the userâs detail page.
Update Quota Balance:
Find the "Quota Balance" section.
Click the "Update Balance" button next to the quota balance field.
Enter the new quota balance in the provided input field.
Confirm your changes to apply the update.
The updated quota balance will be displayed on the userâs detail page after saving.
Important Notes
Real-Time Updates: Changes made to the debit or quota balances are reflected in real-time. Users can view the updated information immediately on their detail page.
Error Handling: If the input values are invalid (e.g., negative balances), an error message will prompt the user to enter valid amounts.
Audit Trail: All changes to user account balances are logged for auditing purposes, ensuring accountability and traceability.
Permissions: Ensure that you have the appropriate permissions to modify user balances. Unauthorized attempts will be logged and reported.
Primary Email
The user email field is used to capture the email address of the user. It is an important field as it is used for various purposes such as account registration, account recovery, and communication.
To enter the user's email address, simply click on the email field and type in the email address. The format should be entered as follows: example@domain.com.
Please ensure that the entered email address is valid and correct. If the email address is incorrect, the user may not be able to receive important notifications or account recovery emails.
Note that the email address provided must be unique for each user. This ensures that each user has a unique account and prevents any confusion or errors.
Add more than one email.
Add an email address
Use this button to add more email addresses.
Card Number
Please enter the card number of the customer.
User can multiple Card Numbers using Add Another Card button.
PIN
The PIN number of the customer.
Updating an Existing User
Click on the the three dots under the Actions column and select Edit option.
The Edit User screen will be displayed. After the necessary changes are made, click on Update button.
Deleting an User
Click on the the three dots under the Actions column and select Delete option.
A confirmation message will be displayed. Once confirmed, the user will be deleted from ePRINTit SaaS system.
Group Name
The user group feature allows system administrators to organize users into specific groups based on their roles and responsibilities. These groups can be used to manage permissions and print configurations. This field is not mandatory, and the permissions can be assigned after the user is created. For more information about how to update a existing user, click here. For more information about how to create groups, click here.
Changing Password
The change password feature, allows the user to change his own password, once logged in the system.
User should enter the new password, confirm the password and click on Change password button.
The new password should follow the expected format, otherwise an error message will be displayed. For more information about the password format, click here.
The confirm password field is validated at the time of typing and the passwords should match in order to proceed with the password changing.
After password is changed, an email will be sent to the Primary Email informed, with the new password.
For security reasons, the new password should be at least 8 characters long and contain a combination of letters, numbers, and special characters.